HomeMy WebLinkAbout55B - RESO - AWARD SENIOR MOBILITY VEHICLESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 6, 2014
TITLE:
RESOLUTION FOR TITLE VI PLAN
APPROVAL AND SUBMITAL AS
REQUIRED TO SECURE THE AWARD
TO PURCHASE TWO NEW CNG
SENIOR MOBILITY PROGRAM
VEHICLES
CITY MANA,6JR
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
F1 141TAA�;
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Adopt a resolution approving the Title VI plan and authorizing its submittal as required by Caltrans
for the $200,000 awarded to the City to purchase two compressed natural gas (CNG) energy
efficient vehicles.
DISCUSSION
The City applied for a Caltrans grant and was awarded $200,000 to replace the existing gasoline
powered vans used for the Seniors On- The -Go program. These services provide senior citizens
with transportation services to and from both City Senior Centers, transportation to a variety of
social activities and educational classes and seminars. The vans also are used to help seniors
with their weekly shopping trips to local markets and to have mini excursions and walking club trips
to various locations.
To secure the Caltrans award, the City is required to approve and submit a Title VI Plan in order to
show that the City assures that no person on the grounds of race, color, sex, age, disability or
national origin, as provided by Title VI of the civil Rights Act of 1964, and the Civil Rights
Restoration Act of 1987 will be excluded from participation in, be denied the benefits, or be
otherwise subjected to discrimination under any program or activity.
The grant has a match requirement of 11.47 %; funds from the Mobile Source Reduction Review
Committee have been allocated and are available in the Air Quality Improvement Fund.
5513-1
Resolution for the Approval and Submittal
of the Title VI Plan
May 6, 2014
Page 2
FISCAL IMPACT
There is no fiscal impact associated with this action.
Gerardo Mouet
Executive Director
Parks, Recreation & Community
Services Agency
55B -2
CITY OF SANTA ANA
PARKS, RECREATION AND
COMMUNITY SERVICES AGENCY
March 2014
�F
CITY OF SANTA ANA- PARKS, RECREATION AND
COMMUNITY SERVICES AGENCY
TITLE VI PLAN
Index.,
ITEM........................................................................................................................ ............................... PAGE
Noticeto the Public ...................................................................................................... ............................... 2
ComplaintProcedures .................................................................................................... ..............................4
ComplaintForm ............................................................................................................. ..............................6
List of Transit - Related Title VI investigations, complaints and lawsuits ......................... ..............................9
PublicParticipation Plan ............................................................................................... .............................10
Limited English Proficiency Plan ................................................................................... .............................14
SafeHarbor Provision .................................................................................................. .............................17
Boardsand Commissions ............................................................................................. .............................21
Environmental and Transportation Advisory Committee ............................................ .............................22
DraftResolution ........................................................................................................... .............................23
55B -4
F F,
NOTICE TO PUBLIC
CITY OF SANTA ANA
RIGHTS UNDER TITLE VI
The City of Santa Ana gives public notice of its policy to assure full compliance with Title VI of the Civil
Rights Acts of 1964 and related regulations. Specifically, Title VI provides that "no person in the United
States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied
benefits of, or be subjected to discrimination under any program or activity receiving federal financial
assistance."
For additional information on the City of Santa Ana's nondiscrimination obligations, please contact the
City's Equal Opportunity Officer by mail, telephone or email using the information below:
Equal Opportunity Officer
Ms. Anita Queen
City of Santa Ana
20 Civic Center Plaza, M -24
Santa Ana, CA 92701
(714) 647 -5157
agueen @santa- ana.ore
If you believe you have been excluded from participation in, been denied the benefits of, or been
subjected to discrimination under this City of Santa Ana program, you may file an official Title VI
complaint with the Equal Opportunity Officer. We encourage you to make your complaint in writing.
A complaint must be filed within 180 days after the date of the alleged discrimination. The Title VI
Complaint Procedures and Complaint Form can be obtained by calling the number above:
• Title VI Complaint Procedures
• Title VI Complaint Form
Si se necesita la informacion en espanol, favor de Ilamar a Mary Kelley, telefono (714) 647 -5347.
Neu qui vi can thong tin tie "ng Viet, xin lien Iac Tiffany Nguyen tai so" (714) 647 -5368.
If information is needed in another language, please contact Ms. Queen at (714) 647 -5157
*(This Notice is posted on the City's Website, on all City break room bulletin boards, and at the City of Santa
Ana W 10 1R /K Center)
5513-5
CIUDAD DE SANTA ANA
DERECHOS BAJO TITULO VI
La Ciudad de Santa Ana da aviso al publico de su politica para asegurar el pleno cumplimiento con el
Titulo VI de la Ley de Derechos Civiles de 1964 y los reglamentos conexos. Especificamente, el
Titulo VI establece que " ninguna persona en los Estados Unidos, por motivos de raza, color, u
origen nacional, sera excluida de participar en, ser negado los beneficios de, o ser sujeto a
discriminaci6n bajo cualquier programa o actividad que reciba asistencia federal financiera."
Para obtener informacion adicional acerca de las obligaciones de la Ciudad de Santa Ana de no
discriminar, por favor comuniquese con la Oficial de Igualdad de Oportunidades de la Ciudad por
correo, tel6fono o correo electronico utilizando la siguiente informacion:
Oficial de Igualdad de Oportunidades
Sra. Anita Queen
Ciudad de Santa Ana
20 Civic Center Plaza, M- 24
Santa Ana, CA 92701
(714) 245 -8670
agueen@santa-ana.org
Si usted cree que ha sido excluido de participar, se le ha negado los beneficios de, o ha sido sujeto a
discriminaci6n en un programa de la Ciudad de Santa Ana, usted puede presentar una queja oficial
bajo el Titulo VI con la Oficial de Igualdad de Oportunidades. Le sugerimos a presentar su queja por
escrito. Su queja se debe presentar dentro de los 180 dias despues de la fecha de la supuesta
discriminaci6n.
Los Procedimientos de Quejas del Titulo VI y el Formulario de Quejas se pueden obtener Ilamando al
numero de arriba:
• Procedimientos de Quejas del Titulo VI
• Formulario de Quejas del Titulo VI
Si se necesita mas Informacion en espanol, favor de Ilamar a Mary Kelley, tel6fono (714) 647 -5347.
Si se necesita informacion en otro idioma, por favor comunicarse con la Sra. Queen al (714) 245-
8670 o (714) 647 -5157
* (Este aviso sera publicada en la pagina de internet de la Ciudad, en todas las salas de descanso,
sobre los tableros de boletines de la ciudad, y en el W /O /R /K Center de la Ciudad de Santa Ana).
55B -6
CITY OF SANTA ANA — PARKS. RECREATION AND
COMMUNITY SERVICES AGENCY
TITLE VI COMPLAINT PROCEDURES
Any person who believes that she or he has been discriminated against on the basis of race, color, or
national origin by the City of Santa Ana, Parks Recreation and Community Services Agency, may file a Title VI
complaint with the Equal Opportunity Officer. The following steps describe the procedures to file a
complaint and how the City of Santa Ana will respond.
1. The complaint must be submitted to the Equal Opportunity Officer no later than 180 days after
the date of the alleged discrimination.
2. A Title VI Complaint Form can be obtained by calling (714) 647 -5157 or by downloading the form
from our website at www.santa- ana.org. Please provide the following information on the complaint
form or you may submit a signed written statement that contains all of the following written
information.
• Your name, address and how to contact you (phone number, email address, etc.).
• The basis of the alleged discrimination complaint (race, color, or national origin).
• How, why, when and where you believe you were excluded from participation in, were denied
the benefits of, or were subjected to discrimination.
• Include the location, names and contact information of any witnesses.
• Indicate whether you have filed the complaint with the Federal Transit
Administration.
• You must sign your letter of complaint.
If you as the Complainant are unable to write a complaint, the Equal Opportunity Officer will assist
you with the complaint. The City of Santa Ana is committed to providing open access to its services
to persons with limited ability to speak or understand English; if requested by the complainant,
the Equal Opportunity Officer will provide language translation services.
3. The complaint shall be sent to the following address: Equal
55B -7
Opportunity Officer
Ms. Anita Queen City of Santa
Ana
20 Civic Center Plaza, M -24 Santa Ana, CA
92701
(714) 647 -5157
aqueen @sa nta- ana.or�
4. Once the complaint is received, the Equal Opportunity Officer will review it to determine if our
office has jurisdiction. The Complainant will receive an acknowledgement letter informing
her /him whether the complaint will be investigated by our office.
5. All complaints will be investigated promptly. Reasonable measures will be undertaken to preserve
any information that is confidential. The Equal Opportunity Officer will review every complaint,
and when necessary, begin the investigation process.
6. Upon completion of the investigation, the Equal Opportunity Officer will complete a final report.
The investigation process and final report should take no longer than ninety (90) days after
receipt of the complaint. If a Title VI violation is found to exist, a Determination letter will be issued
which summarizes the allegations and the interviews regarding the alleged incident, and explains
the remedial steps as appropriate and necessary to be taken immediately. If no Title VI violation
was found, Complainant will receive a closure letter which summarizes the allegations and states
that there was not a Title VI violation and that the case will be closed.
7. If the Complainant wishes to appeal the decision, she or he has 30 days after the date of the letter to
do so. Complainant may contact the Federal Transit Administration, Regional Civil Rights Officer,
201 Mission Street, Suite 650, San Francisco, CA 94105- 1839, (415) 744 -2729, Fax - (415) 744-
2726.
8. A person may also file a Title IV complaint, no later than 180 days after the date of the alleged
discrimination, directly to the Federal Transit Administration, Office of Civil Rights, 1200 New Jersey
Avenue., SE, Washington, DC 20590.
55B -8
CITY OF SANTA ANA TITLE
VI COMPLAINT FORM
Title VI of the Civil Rights Act of 1964 prohibits discrimination on the basis of race, color or
national origin in programs and activities receiving Federal financial assistance. Specifically,
Title VI provides that "no person in the United States shall, on the ground of race, color, or
national origin, be excluded from participation in, be denied the benefits of, or be subjected
to discrimination under any program or activity receiving Federal financial assistance."
Title VI guarantees fair treatment for all people and provides for the City of Santa Ana, to
identify and address, as appropriate, disproportionately high and adverse effects of its
programs, policies, and activities on minority and low- income populations, such as
undertaking reasonable steps to ensure that Limited English Proficient (LEP) persons have
meaningful access to the programs, services, and information the City of Santa Ana provides.
SECTION I
Name
Mailing Address
Telephone Numbers (Home) (Mobile)
Electronic Mail (Email) Address
Are there any accessible format needs?
Large Print
( ) CD /Audio Tape
( ) TDD
( ) Other
SECTION II
Are you filing this complaint on your own behalf ?Yes* No
*If you answered "yes' to this question, go to Section lll.
If not, please supply the name and relationship of the person for who you are complaining:
Please explain why you have filed for a third party:
55B -9
CITY OF SANTA ANA
TITLE VI COMPLAINT FORM
Please confirm that you have obtained the permission of the aggrieved party if you are filing on
behalf of a third party _Yes No
SECTION III
List type of discrimination you experienced: (please check all that apply):
Race ( ) Color ( ) National Origin ( ) Other
Please indicate your race /color, if it is a basis of your complaint
Please describe your national origin, if it is a basis of your complaint
Location where alleged discrimination occurred
Time and date of alleged discrimination
Name /Position title of the person who allegedly subjected you to Title VI discrimination:
Please explain as clearly as possible what happened, why you believe it happened and how you
were discriminated against. You should include specific details and any other information that
would assist us in our investigation of your allegations. Please also provide any other
documentation that is relevant to this complaint. (Use a separate sheet if necessary)
Please list below any persons, witnesses, if known, whom we may contact for additional
information to support or clarify your complaint (Name, Address and Telephone Number):
Have you previously filed a Title VI complaint with this agency? Yes No
Have you filed this complaint with any other Federal, State, or local agency, or with any Federal
of State court? Yes No
Federal Agency:
Date:
Federal Court:
Date:
State Agency:
Date:
State Court:
Date:
Local Agency:
Date:
55BA 0
SECTION V
What remedy are you seeking for the alleged discrimination?
How did you learn that you could file this complaint?
SECTION VI
You may attach any written materials or other information that you think is relevant to
your complaint.
YOUR SIGNATURE AND TODAY'S DATE ARE REQUIRED BELOW:
Signature Date
Please submit this completed form in person, or mail the form to: Anita Queen, Title VI -
Equal Opportunity Officer, City of Santa Ana, 20 Civic Plaza, M -24, 5thfloor, Santa Ana, CA
92701.
Please make a copy for your records.
JULY 2012
55B101-11
CITY OF SANTA ANA
TITLE VI
LIST OF TRANSIT - RELATED INVESTIGATIONS, COMPLAINTS, AND LAWSUITS
The City of Santa Ana currently does not have any investigations, complaints or lawsuits with regards to
Civil Rights Violations.
December2012
55f 12
w � +:
CITY OF SANTA ANA
TITLE VI - PUBLIC PARTICIPATION PLAN
PURPOSE
The City of Santa Ana's Public Participation Plan is organized to work in concert with the Title VI Plan and
the Limited English Proficiency Plan. The purpose of the Public Participation Plan is to establish procedures
that allow for, encourage, and monitor participation of all citizens living and working in the City, and
users of public transportation. Special attention will be paid to soliciting input from low- income and
minority communities that are traditionally underrepresented. A survey tool will be developed to seek
information about personal transportation and the most effective channels of communication for the City
to engage the citizenry.
The survey tool will be used to solicit input for the Public Participation Plan. The survey will be posted on
the City of Santa Ana website, and distributed at neighborhood and community meetings. Cognizant of
individuals with limited English Proficiency, the survey will be developed at a fourth grade reading level
and translated into both Spanish and Vietnamese.
GOAS AND OBJECTIVES
The City's public involvement plan has a single comprehensive goal: to allow the public opportunities
throughout the planning process to influence decisions. In order to meet this goal, the City has
established the following objectives:
1. Identify the most appropriate methods for reaching the public.
2. Determine what non - English languages and other cultural barriers exist to public
participation within the Santa Ana area.
3. Hold meetings in locations which are accessible and reasonably welcoming to all area residents,
including but not limited to, low- income and minority members of the public.
4. Keep the public informed through effective channels of communication and allow input from those
not likely to attend meetings.
5. Work to actively involve the public in programs, policy - making and projects.
6. Ensure that the City's public involvement plan is dynamic and responsive.
7. Use various illustrative visualization techniques to convey the information including but not limited
to charts, graphs, photos, maps and the internet.
55BA 3
CITY OF SANTA ANA
TITLE VI - PUBLIC PARTICIPATION PLAN
IDENTIFICATION OF STAKEHOLDERS
Stakeholders are those who are either directly, or indirectly, affected by a plan, or the recommendations
of that plan. Those who may be adversely affected, or who may be denied benefit of a plan's
recommendation(s), are of particular interest in the identification of specific stakeholders. Stakeholders are
broken down into several groups: general citizens, minority and low- income persons, public agencies, and
private organization and businesses.
General Citizens: There are 324,538 residents in the Santa Ana area (U.S. Census, 2010). Around 78.2
percent are persons of Hispanic or Latino origin. 46 percent of the population consider themselves to be
White; 10.5 percent reported as Asian; 1.5 percent is Black persons; and 1 percent is American Indian and
Alaska Native persons. 82 percent indicated they spoke a language other than English at home.
Low - income: Low - income households (below poverty level) account for 18% of all households in Santa
Ana and should be given every reasonable opportunity to provide input on transportation plans and
programs.
Public Agencies: Public agencies can provide valuable input to the planning process, in addition to assisting
in gaining attention from traditionally under - represented populations.
Private Organizations and Businesses: Private organizations and businesses offer a number of perspectives
that are valuable to the planning process. Often, transportation for employees is of critical concern to
private sector employees. For that reason, representation of private business interests will be welcomed
in the planning process.
OUTREACH TECHNIQUES
Engaging minority and Limited English Proficiency populations can be challenging. Below is a list of
outreach techniques that the City will use to actively solicit public input in the planning process of a
project.
Newsletters:
Quarterly newsletters will be available in both print and e- formats. Newsletters provide the public and
local government partners with progress updates on projects and programs. These newsletters will
provide a frequent channel of communication with the public and allow the public to stay informed.
Website:
A well organized and engaging website is the cornerstone of the City's communication strategy. The website
will offer a user - friendly structure and linguistic style understandable to lay people interested in projects
and the planning process. In addition, the website will be developed
55B -14
CITY OF SANTA ANA
TITLE VI - PUBLIC PARTICIPATION PLAN
CITY OF SANTA ANA
TITLE VI - PUBLIC PARTICIPATION PLAN
following the guidelines of Section 508 of the Rehabilitation Act, so that it is able to accommodate
disabled users.
Social Media:
The City will utilize common social media forums (Facebook, Twitter, Nixle, etc.) to disseminate project
information.
Public Notices:
The City will include notations in public notices in appropriate non - English languages that will provide a
contact where the individual can be informed of the process /project, and will have an opportunity to give
input.
Public Meetings & Focus Groups:
The City will host public meetings and focus groups to discuss topics /projects of interest with the public.
When hosting public meetings, the City will provide adequate notice to the public and follow all federally
prescribed guidelines regarding public comment periods. The City will make a good faith effort to notify
the public, such as posting in work places. At meetings, the City will utilize visualization aides, such as
power - points and maps to assist the public in understanding the situation.
PERFORMANCE METHODS
On an annual basis, the City will undertake an internal review of its public participation plan's
effectiveness of engaging the public, by examining criteria, such as:
• Records public meetings,
• Records of responses to citizen email, and
• Input from the general public
PUBLIC PARTICIPATION PLAN (PPP)
Availability of this plan for review will be advertised in a manner reasonably expected to reach the general
public, as well as minority populations, low- income persons, and traditionally under - served populations.
This could occur through contacts mentioned earlier in this document, notification of contacts are
available in English, Spanish and Vietnamese languages.
For project information, please contact:
Parks, Recreation and Community Services
Agency Agency
Jeannie Jurado
20 Civic Center Plaza — M23
Santa Ana, CA 92807
(714) 571 -4251
ijurado@santa-ana.org
55B245
CITY OF SANTA ANA
TITLE VI - PUBLIC PARTICIPATION PLAN
For PPP information, please contact: Personnel
Services Department Anita Queen
20 Civic Center Plaza — M24 Santa Ana, CA
92807
(714) 647 -5157
aaueen @santa- ana.org
September 2012
55B -16
City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
CITY OF SANTA ANA
Limited English Proficiency (LEP) Plan
TITLE VI
PURPOSE
To establish guidance for the City of Santa Ana to provide timely and reasonable language assistance to
Limited English Proficiency (LEP) persons who come in contact with the City. This plan is established
pursuant to and in accordance with Title IV of the Civil Rights Act of 1964 and its implementing
regulations and Executive Order 13166, "Improving Access to Services for Persons with Limited English
Proficiency ".
Title VI of the Civil Rights Act of 1964 requires that "No person in the United States shall, on the
grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of,
or be subjected to discrimination under any program or activity receiving Federal financial assistance."
Executive Order 13166 was adopted to ...improve access to federally conducted and federally assisted
programs and activities for persons who as a result of national origin, are limited in their English
proficiency... This plan reiterates the City of Santa Ana's position that it will provide the language
assistance necessary for meaningful participation in its programs and services to persons who, as a
result of national origin, are limited in English proficiency.
II. REFERENCES
• Federal Register, Volume 68, Number 103, Civil Rights Center; Enforcement of Title VI of the Civil Rights
Act of 1964; Policy Guidance to Federal Financial Assistance Recipients Regarding the Title VI
Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons: Notice
(May 29, 2003)
• Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency
(August 11, 2000)
• Department of Labor (DOL) Training and Employment Guidance Letter (TEGL) 26 -02, Publication of
Revised Guidance Regarding the Title VI Prohibition Against National Origin Discrimination Affecting
Limited English Proficient Persons (May 29, 2003)
55B -17
City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
III. BACKGROUND
Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d, et seq. and its implementing regulations provide
that no person shall be subjected to discrimination on the basis of race, color, or national origin under
any program or activity that receives federal financial assistance. In order to avoid discrimination
against LEP persons on the grounds of national origin, we must take reasonable steps to ensure that
such persons have meaningful access to the programs, services, and information.
Language barriers prohibit LEP persons from obtaining services and information relating to a variety of
services and programs because they may not be able to read instructions or correspondence written in
English and may not understand verbal information. Many times, they are not aware of regulatory
requirements and legal implications of the services they seek. When LEP persons receive legal
documents, they often do not understand the contents of the correspondence and its implication to
their daily lives. LEP persons may not be able to take advantage of services, which could affect their
job and social opportunities. When individuals do not understand or read English, they can be
hampered in seeking employment opportunities.
IV. GOALS
It is essential that City staff be informed about their diverse clientele from a linguistic, cultural and
social perspective. These individuals will be culturally competent so they can encourage vulnerable LEP
minority populations to access and receive appropriate services with more knowledge and confidence.
The key to providing meaningful access to LEP persons is to ensure that LEP persons can communicate
effectively and act appropriately based on that communication. Minimum reasonable measures would
be to ensure that LEP persons are given adequate information, are able to understand that
information, and are able to participate effectively in programs or activities.
Spanish and Vietnamese are the two most requested languages for interpreters in the City of Santa
Ana. City staff will make designated publications available in languages other than English and provide
interpretation /translation services to persons who are not proficient in English.
The City will take reasonable steps to ensure that LEP persons are given adequate information, are able
to understand that information, and are able to participate effectively in recipient programs or
activities, where appropriate.
V. FOUR FACTOR ANALYSIS
The DOT Four Factor Analysis provides guidance to agencies receiving federal financial assistance in
taking reasonable steps to ensure meaningful access to all of its services, programs and activities used
by LEP persons. The City received a $200,000 grant to purchase two fuel- efficient shuttle buses for the
City's Seniors on the Go Transportation Program. This program will offer transportation to and from
the seniors' home to both of the City's Senior Recreation Centers.
Transportation will not be provided to the general public, therefore, an analysis of public demographic
55B -18
City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
data in the City of Santa Ana does not represent actual populations served by this program, but is
offered for comparison purposes only. In order to prepare this plan, the City of Santa Ana undertook
an analysis that considers the following factors:
1. The number or proportion of LEP persons in the service area who maybe served by the City.
City staff reviewed the 2010 U.S. Census to determine the approximate number of LEP persons age
5 years and older in the City of Santa Ana.
RACE
White
Black
Amer Ind /Alaskan
Asian
Native Haw /Pac Isl
Hispanic /Latino (a)
(a) Hispanics may be of any race
TOTAL POPULATION
148,838
4,856
3,260
34,158
976
253,928
POPULATION PERCENTAGE
45.9
1.5
1.0
10.5
0.3
78.2
City staff also reviewed the 2010 U.S. Census to determine that 82% of the City population
(266,121 LEP speakers) spoke a language other than English at home. This meets the Department
of Justice (DOJ) Safe Harbor provision of "every 1000 speakers or five % of the population,
whichever is less.
In the County of Orange, 367,299 Spanish- speaking residents speak English "less than very well"
(49 %) and 100,797 Vietnamese- speaking residents speak English "less than very well" (61.8 %).
2. The frequency with which LEP persons come in contact with City programs, activities or services.
Contact with LEP individuals has not occurred in this program. However, approximately 90% of the
residents that participate in activities at the two Senior Recreation Centers on a monthly basis
speak a language other than English.
3. The nature and importance of programs, activities or services provided by the City to the LEP
population.
The primary purposes of the Seniors on the Go Transportation Program is to provide transportation
for residents 60 years of age and older, to and from the City's Senior Centers and provide weekly
shopping trips to local stores and mini - excursions to various area attractions. By enabling
participants to keep in touch with the community, bond with peers and engage in meaningful
activities, the program helps seniors maintain their independence and dignity. This in turn creates
opportunities that can enhance the quality of life for senior adults.
4. The resources available to the recipient of federal funds and overall cost to provide LEP
assistance.
Outreach expenses as they relate to LEP populations are split among several departments
(Personnel Services, Parks, Recreation & Community Services Agency, Police, and Community
Development Agency). The City updated its website with the capability to translate information
5566-19
City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
into 80 different languages. All of the City's public counters are staffed with bilingual speakers for
the two most common languages requested in the City of Santa Ana, Spanish and Vietnamese.
Costs for marketing materials and translation of documents for outreach are minimal and have not
been quantified.
S. Summary
Based on the four - factor analysis, the City of Santa Ana has identified the language needs and
services required to provide meaningful access to information for the LEP residents of Santa Ana.
This LEP Plan will be reviewed on an annual basis and incorporate LEP information that further
identify additional language needs for the top languages identified.
VI. PLANNING — DEVELOPING A LANGUAGE ASSISTANCE PROGRAM (LAP)
A. Identification of LEP Persons
City staff will use the following methods to identify LEP persons:
• Examine records to see if requests for language assistance have been received in the past,
either at meetings or from referrals to determine whether language assistance might be needed for
future events or literature.
• Provide language identification forms which invite LEP persons to identify their language needs
to our staff members. Records will be maintained for a 3 -year period.
Safe Harbor Provision. DOT has adopted DOYs Safe Harbor Provision, which outlines circumstances
that can provide a "safer harbor" for recipients regarding translation of written materials for LEP
populations. The Safe Harbor Provision stipulates that, if a recipient provides written translation of
vital documents for each eligible LEP language group that constitutes five percent (5 %) or 1,000
persons, whichever is less, of the total population of persons eligible to be served or likely to be
affected or eoncounte4red, then such action will be considered strong evidence of compliance with
the recipient's written translation obligations. Translation of non -vital documents, if needed, can be
provided orally. If there are fewer than 50 persons in a language group that reaches the five percent
(5 %) trigger, the recipient is not required to translate vital written materials but should provide written
notice in the primary language of the LEP language group of the right to receive competent oral
interpretation of those written materials, free of cost.
These safe harbor provisions apply to the translation of written documents only. They do not affect
the requirement to provide meaningful access to the LEP individuals though competent oral
interpreters where oral language services are needed and are reasonable. A recipient may determine,
based on the Four Factor Analysis, that even though a language group meets the threshold specified by
the Safe Harbor Provision, written translation may not be an effective means to provide language
assistance measures. For example, a recipient may determine that a large number of persons in that
language group have low literacy skills in their native language and therefore require oral
interpretation. In such cases, a background documentation regarding the determination shall be
55B -20
City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
provided to FTA in the Title VI Program.
B. Language Assistance Measures
Staff will continue to accomplish several language assistance measures to assist LEP persons,
including the following:
• Translate an inventory of existing materials in a variety of languages based on demographics,
including Spanish and Vietnamese.
• Regularly review and update these materials.
• Assure LEP persons have access to staff that are trained and competent in the skill of
interpreting /translation.
• Contract with an outside interpreter service for trained and competent interpreters, as needed.
• Arrange for the services of voluntary community interpreters who are trained and competent in
the skill of interpreting.
• Arrange for the use of a telephone language interpreter service.
• Establish a linkage between minority community -based organizations for assistance in cultural
understanding and interpretation services.
• Post and maintain signs in waiting rooms, reception areas and other initial points of entry in
languages other than English. In order to be effective, these signs should inform applicants and
beneficiaries of their right to free language assistance services and invite them to identify
themselves as persons needing such services.
• Translate application forms and instructional, informational, and other written materials into
appropriate non - English languages by competent translators.
• For LEP persons where written documents do not exist in their language, assistance should be
provided from an interpreter /translator to explain the contents of documents.
• Efforts for assistance to low- frequency, unusual or unexpected languages may include, but are
not limited to, using a telephone language line, and locating and temporarily employing a qualified
interpreter who can communicate in the appropriate language.
• Notices and information that are generally available to the public will be made available to
identified LEP populations.
• Establish uniform procedures for timely and effective telephone communication between staff
and LEP persons. This will include instructions for English- only - speaking employees to obtain
assistance from interpreters or bilingual staff when receiving calls from or initiating calls to LEP
persons.
• Statements about the services available and the right to free language assistance services, in
appropriate non - English languages, will be included in brochures, booklets, outreach and
recruitment information and other materials that are routinely disseminated to the public.
• Ensure that translated materials provide referrals to telephone numbers or websites that are
linguistically accessible (e.g., a flyer in Vietnamese should refer the caller to a hotline with
Vietnamese - speaking workers).
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City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
C. Training
Training for front -line staff members, who are often the first points of contact with LEP individuals,
is provided by City Personnel. Staff training includes:
• Identifying and tracking language preference information of LEP persons;
• Delivering services effectively to LEP persons;
• Assuring staff sensitivity to the literacy level of LEP persons;
• Describing LEP services offered to the public;
• Procuring interpreter services;
• Identifying and documenting language needs of LEP persons;
• Processing a Title VI /LEP complaint;
• Familiarity with Disability Awareness, Ethics, Civil Rights and Conflict Management issues.
This LEP plan will be distributed to all staff assigned at public counters.
D. Providing Notice to LEP Persons
Notice of language assistance services will be accomplished as follows:
• Signs to be posted in the entry areas regarding the availability of services and that they are free
of charge.
• Website, documents, and brochures will be offered or printed in alternative languages and will
include that, language services are available and are free of charge.
• Staff will inform LEP persons that language assistance is available and is free of charge.
VII. MONITORING AND UPDATING THE LEP
In July of each year, a Personnel Services representative will review the effectiveness of the LEP Plan.
The evaluation will include identification of any problem areas and development of required corrective
action strategies. Elements of the evaluation may include:
• Identification of the number of LEP persons requesting interpreters /translators;
• Review of up -to -date community and demographic information;
• Determination of whether interpretation /translation services have been effective;
• Assessment of current language needs to determine if additional services or translated
materials should be provided;
• Assessment whether staff members adequately understand LEP guidelines and procedures and
how to carry them out;
• Gathering feedback from LEP communities in the service areas of the City, such as schools,
faith - communities, and other resources.
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City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
VIII. DEFINITIONS
Limited - English- Proficient Persons: Individuals with a primary or home language other than English
who must, due to limited fluency in English, communicate in that primary or home language if the
individuals are to have an equal opportunity to participate effectively in or benefit from any aid,
service or benefit provided by Santa Ana Workforce Investment Board.
Linguistically Isolated: This term is defined in the Census as the percentage of the persons in
households in which no one over the age of 14 speaks English well, and is used as a direct measure of
those persons with a severe language barrier, as distinct from those of foreign origin who speak English
well.
Low Frequency and Unusual or Unexpected Languages: An individual with limited English skills who
does not speak a language spoken by a "significant number or proportion of the population ".
Qualified Interpreter: Qualified interpreter means an interpreter who is able to interpret effectively,
accurately, and impartially, either for individuals with disabilities or for individuals with limited English
skills. The interpreter should be able to interpret both receptively and expressively, using any
necessary specialized vocabulary.
Non - English Language Relay Service: A telecommunications relay service that allows persons with
hearing or speech disabilities who use languages other than English to communicate with voice
telephone users in a shared language other than English, through a communications assistant who is
fluent in that language.
The City's LEP Plan and Title VI Complaint Procedure are available on the City of Santa Ana's website @
www.santa- ana.org. Any person or agency may request a copy of the LEP Plan via telephone, fax, mail, or in
person and shall be provided a copy of the Plan at no cost.
Questions or comments about the LEP Plan may be submitted to the Equal Opportunity Officer, City of Santa
Ana, Personnel Services Department, 20 Civic Center Plaza, M -24, Santa Ana, CA 92701, (714) 245 -8670, Fax
(714) 245 -8090 or aqueen @santa - ana.org.
City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
TITLE VI
CITY OF SANTA ANA
BOARDS AND COMMISSIONS
According to the 2010 U.S. Census, the City of Santa Ana's minority race /ethnic breakdown is as follows:
Black 1.5x/0
American Indian and Alaska Native 1.0%
Asian 10.5%
Native Hawaiian and Other Pacific Islander 0.3%
Hispanic or Latino 78.2%
Through its website, the City encourages residents to become involved in their community by
participating on Boards, Commissions and Committees. The City accepts applications for Boards,
Commissions and Committees, on an ongoing basis and keeps them active for a two -year period.
The Maddy Act requires that the City of Santa Ana post one time per year by December 31st, all upcoming
vacancies (Local Appointment List). This Notice includes current members of City Boards and
Commissions, the title of Boards and Commissions with vacancies, term expiration dates, and the process
to apply for Boards and Commissions. This Notice is available in Spanish, Vietnamese, Korean and
Chinese.
Additionally, when a vacancy occurs, notices are posted in three physical locations (Council Chambers,
Office of the Clerk of the Council, and the Santa Ana Library). A Notice is posted on the City's website as
well. The applications of individuals who have applied in the past two years are reviewed and
notification is made to interested individuals according to the Ward in which they reside.
Most recently, a press release was sent to individuals residing in two of the Council Wards. This notice
was area - specific to encourage members of the public and minorities to apply for the available Board and
Commission representing these specific locations.
April 2014
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City of Santa Ana
Limited English Proficiency (LEP) Plan
March 2014
CITY OF SANTA ANA — PARKS, RECREATION AND COMMUNTY SERVICES AGENCY
ENVIRONMENTAL AND TRANSPORTATION ADVISORY COMMITTEE
The Public Works Agency is the liaison agency for the Environmental and Transportation Advisory
Committee (ETAC), who act as an advisory body to the City Council in reviewing Environmental Issues
which include water resources, recycling, trash collection and urban forestry, and transportation issues
such as traffic lights, transportation systems, traffic circulation, medians, speed humps, and
neighborhood traffic protection plans.
ETAC is comprised of ten members: seven regular members; one Santa Ana Chamber of Commerce
Representative, one Hispanic Chamber of Commerce of Orange County representative, and one student
representative.
Members must be a qualified elector of the City of Santa Ana and cannot be a treasurer of a Political
Action Commission. The two Chamber representatives are nominated by the respective Chamber of
Commerce and are appointed by the City Council.
MEMBER REPRESENTING DEMOGRAPHIC INFO
B. Bist
Vacant
Vacant
R. Godinez
D. Reyes
D. Oregel
T. Morrissey
Vacant
E. Galvan
L. Ortiz
L.Sheedy
Vacant
City Council Ward #2
City Council Ward #4
Hispanic Chamber of Commerce of
Orange County
City Council Ward #5
City Council Ward #1
City Council Ward #3
Mayor of Santa Ana
Santa Ana Chamber of Commerce
City of Santa Ana /Public Works
Agency, Interim Executive
Director
City of Santa Ana /Public Works
Agency, Executive Secretary
City of Santa Ana /City Attorney's
Office, Assistant City Attorney
Student Representative
55B .i25
Hispanic
Hispanic
Hispanic
Caucasian
Hispanic
Hispanic
Caucasian
55B -26
Is 4/17/14
RESOLUTION NO. 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA ANA APPROVING THE TITLE VI COMPLIANCE
PLAN AND AUTHORIZING ITS SUBMITTAL TO THE
CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR
THE SENIOR MOBILITY PROGRAM GRANT AWARD
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA AS
FOLLOWS:
Section 1. The City Council of the City of Santa Ana hereby finds, determines
and declares as follows:
A. The City of Santa Ana applied for and was awarded a grant from the
California Department of Transportation ( "Caltrans ") to replace the existing
gasoline powered vans used for the Seniors on the Go Program.
B. To secure this award, the City must approve its Title VI Plan for the Parks,
Recreation and Community Services Agency, and authorize its submittal to
Caltrans in order to show that the City assures that no person be excluded
from participation in, be denied the benefits of, or otherwise be subjected to
discrimination under any program or activity, due to race, color, sex, age,
disability or national origin, as provided by Title VI of the Civil Rights Act of
1964 and the Civil Rights Restoration Act of 1987.
C. The City hereby approves the Title VI Plan, and authorizes its submittal to
Caltrans in order to receive $200,000 in grant funds to purchase two
compressed natural gas energy efficient vehicles.
Section 2. The City Council hereby approves the Title VI Plan, and authorizes
its submittal to Caltrans in order to receive $200,000 in grant funds to purchase two
compressed natural gas energy efficient vehicles.
Section 3. The City Council hereby authorizes the Executive Director of the
Parks, Recreation and Community Services Agency to implement the components of
the Plan in order to meet Federal requirements.
Section 4. The City Council hereby authorizes the Executive Director of the
Parks, Recreation and Community Services Agency to implement policies that may be
necessary to comply with subsequent revisions or interpretations of the Civil Rights Act.
55B -27
Section 5. This Resolution shall take effect immediately upon its adoption by
the City Council, and the Clerk of the Council shall attest to and certify the vote adopting
this Resolution.
ADOPTED this day of 2014
Miguel A. Pulido
Mayor
APPROVED AS TO FORM:
Sonia Carvalho, City Attorney
By:
Lisa Storck
Assistant City Attorney
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
NOT PRESENT: Councilmembers
CERTIFICATE OF ATTESTATION AND ORIGINALITY
I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached
Resolution No. 2014- to be the original resolution adopted by the City Council of
the City of Santa Ana on
Date:
Clerk of the Council
City of Santa Ana
55B -28